my PeopleSoft Employee Self Service User Guide Human Resources 100 W. Washington Street, Room 251 Hagerstown, MD 21740 Phone: 240-313-2350
my PeopleSoft
Employee Self Service
User Guide
Human Resources
100 W. Washington Street, Room 251
Hagerstown, MD 21740
Phone: 240-313-2350
Table of Contents
Welcome to Employee Self Service……………………………………………………1
Who Do I Call For Help?..........................................................................1
How Do I access Employee Self Service?...................................................2
Personal Information……………………………………………………………………2-22
Update Your Home & Mailing Address……………………………………………….5-9
Update Your Phone Number…………………………………………………………...10-12
Update Your Email Address………………………………………………………….…13-15
Update Your Emergency Contact……………………………………………………..16-18
View Your Marital Status………………………………………………………………..19
View Your Name……………………………….…………………………………………20-21
Preferred Name Change…………………………………………………………..……20-21
View Your Ethnic Group…………………………………………………………………22
Benefits…………………………………………………………………………………….23-49
View Your Health Care Summary………………………………………………………24
View Health Care Dependent Summary………………………………………………25-26
View Insurance Beneficiary Summary………………………………………………..27
View Your Benefits Summary……………………………………………………………28
View Dependent/Beneficiary Information……..…………………………………….29-32
Disabled Dependent Children…………………………………………………………..29
View Insurance Summary………………………………………………………………..33
Open Enrollment………………………………………………………………………….34-49
How to enter your benefit elections at Open Enrollment………………….34-49
Benefit Credits…………………………………………………………………….35
What if I (or a family member) has other insurance?………………………35
How to remove/add a dependent………………………………………………36-39
Flexible Spending Election………………………………………………………41-46
AFLAC……………………………………………………………………………….47
Other Insurance……………………………………………………………………48
Payroll and Compensation………………………………………………………….….50-58
View Your Paycheck………………………………………………………………..….…51-52
View Your Voluntary Deductions………………………………………………..……..53
View Your Direct Deposits…………………………………………………………..…..54
View Your Compensation History…………………………………………………..….55-56
View Your W-4 Tax Information……………………………………………………..….57
Request a Duplicate W-2……………………………………………………………..….58
Where can I find a current copy of the Employee Self Service User Guide?................59
Glossary of Definitions……………………………………………………..………………….…60
PeopleSoft 9.1 - Employee Self Service User Guide
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Welcome to Employee Self Service
Welcome to the Employee Self Service User Guide. This guide is designed to provide you with the
information you need to successfully use the HR Employee Self Service features and includes instructions
on the following topics:
Personal Information
Personal Information Summary
Home and Mailing Address
Phone Numbers
Email Addresses
Emergency Contacts
Marital Status
Name Change
Preferred Name Change
Ethnic Groups
Payroll and Compensation
View Paycheck
View W-2
View Voluntary Deductions
View Direct Deposit
View Compensation /History
View W-4 Tax Information
W2 Reissue Request
Benefits
Benefits Summary
Beneficiary Information
Who Do I Call For Help?
If you have a question regarding your data in the Employee Self Service pages, please contact the
appropriate area within the Human Resources department. If you have a question regarding your login
or access to the Employee Self Service pages or browser functionality, please contact the IT Department.
The numbers are provided below for your reference:
Human Resources - 240-313-2356
Information Technology - 240-313-2260
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How do I access Employee Self Service?
Go to PeopleSoft HRMS located at http://esx-psprd2:9009/HRPRD91/signon.html and login
using your User ID and password. Your UserID and Password = your employee id. (000000).
This six-digit number is located on your paycheck.
We recommend you change your Password by following this navigation: Main Menu>Change
My Password
Once you have logged onto PeopleSoft, you will encounter the following screen. You can view
your personal data such as Name, Address, Phone Number, Emergency Contact, etc. under the
Personal Information section. You can view your paycheck data under the Payroll
and Compensation section. You can view your enrollments: Medical, Dental, Vision,
Life, AD&D, Long-Term Disability, Supplemental Long-Term Disability. Any change
you make to your information will not appear in the database until approved by Human
Resources.
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Personal Information
The Personal Information Summary section can be used
to view your Personal Information that is tracked in the
PeopleSoft HRIS System. This information, for the most part,
was provided to the County at your time of hire. You will see
the most current information when viewing this section. Not
all fields will or should be populated.
If you would like to speak with a representative from Human
Resources regarding this information, please call 240-313-
2350 or email [email protected].
You can access your Personal Information by clicking on the Personal Information
Summary link under Personal Information on the County menu.
Follow the above navigation: Main Menu>Self Service>Personal Information>Personal
Information Summary
It is critical that this information is correct. Please notify Human Resources if any
of this information is incorrect.
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You can update the following information:
Home & Mailing Address
Phone Number
Emergency Contacts
Email Addresses
You can view the following information:
Name
Gender
Date of Birth
Birth Country and State
Social Security Number
Marital Status
Military Status
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Update Your Home & Mailing Address
You can update your address information by clicking on the Home and Mailing
Address link under Personal Information on the County menu.
Home Address:
Navigation: Main Menu>Self Service>Personal Information>Home and Mailing
Address
Note: Your HOME & Mailing addresses are now required, so please ensure that both
your HOME and MAILING addresses are typed correctly and are up-to-date. Click the
Edit button for the Address Type HOME.
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Navigation: Main Menu>Self Service>Personal Information>Home and Mailing
Address
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You will need to change the date and then proceed to change your address. See notes
below for additional information.
Note: Your HOME address is your physical address, your place of residence. Post
Office (PO Box) addresses are not acceptable for HOME address.
Enter your address on Address 1 and, if any, on Address 2, then enter your City, State,
Postal (Zip Code), County, and the effective date. Click Save.
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You will receive the above screen when you select “Save”. Click “OK”
Once you click Save, you will be directed to the Save Confirmation page. Click OK to
return to the Home and Mailing Address page. You will receive a system-generated
email to all of the email addresses that you have on file in the system to let you know
that a change was made.
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Click the “Address Type” button to add a mailing address. Then click “Add”
Insert the address and click “Save.”
Mailing Address:
The above screen will appear. Click “OK.” A message will be sent to the Human
Resources Department for their approval.
Note: Your MAILING address is the official address to which Human Resources and
Payroll will mail important information such as your W-2’s, 1042, benefit information
and other correspondence. Your Mailing address can be a PO Box, the same as your
HOME address, or a different physical address.
When editing your MAILING address, you will see a Copy Address from Home check
box. Checking this box allows you to update your MAILING address with your current
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HOME address. This eliminates the need for retyping the address if it’s the same as
your home.
Update Your Phone Number
You can update your phone information by clicking on the Phone Numbers link
under Personal information on the County menu.
Navigation: Main Menu>Self Service>Personal Information>Phone Numbers
Click on the Add a Phone Number button to add an additional phone number.
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Click the drop-down button and select the appropriate “Phone Type.”
Enter the Phone Type for your telephone number. You may add more than one
phone number. Once you select the Phone Type, enter your 10-digit phone
number without any formatting. The system will automatically format the field
once you tab out. If you are entering more than one phone number, select which
number you would like to store as the preferred phone. To update the existing
phone type, simply enter the new number over the old data. Click on the Save
button to submit the data. This will automatically update the PeopleSoft HR
database.
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Once you save the phone number(s), you will be directed to the Save
Confirmation page. Click the OK button to return to the Phone Numbers page.
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Update Your Email Addresses
You can update your Email addresses by clicking on the Email addresses
link under Personal Information on the County menu. Email options will
vary based on your relationship with the County as well as your use of the
County’s email system.
Navigation: Main Menu>Self Service>Personal Information>Email Address
Work-related Emails, including County Announcements and Events and
Employee Self Service confirmations, are sent to employees’ Business
Email address. You are not able to update the “Business” email address. If
your business email needs updated, please contact Human Resources.
To add an Email type, click on the Add an Email Type button and enter the
Email address for that type. To update the existing Email address type,
simply enter the new address over the old data. Click on the Save button to
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submit the data. This will automatically update the PeopleSoft HRIS
database.
Once you save the Email addresses, you will be directed to the Save
Confirmation page. Click the OK button to return to the Email Addresses
page.
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NOTE: The “Business” email address is not available for
you to change. Please contact Human Resources if this
requires updating.
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Update Your Emergency Contact
You can update your emergency contact by clicking on the Emergency
Contacts link under Personal Information on the County menu. Click on
the Edit button to make changes to the current contact information. If you
do not have an existing emergency contact, click on the Add an
Emergency Contact button to add one. (However, if you made changes
during this session to your address, the changes will not appear in this
section until HR has approved them.)
Navigation: Main Menu>Self Service>Personal Information>Emergency
Contacts
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Enter contact name, relationship, address and phone information. If the
contact’s address and phone information (Be sure to scroll all the way
down the page to complete the information) is the same as yours, click the
two check boxes to default the data from your personal information. Click
on the Save button to submit the data. This will automatically update the
PeopleSoft HR database.
Once you save the emergency contact (s), you will be directed to the Save
Confirmation page. Click the OK button to return to the Emergency
Contacts page.
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View Your Marital Status
This page is not available.
If your marital status has changed, then it’s a good time to reconsider your
health care coverage, tax withholdings, beneficiaries, and other important
information. To ensure your benefits information is updated to reflect this
event change in your life, please contact the Human Resources at 240-313-
2350 or Email [email protected]. Human Resources will forward the
necessary paperwork for you to complete.
IMPORTANT!!! You are required to provide Human Resources with a
Marriage Certificate within 30 days of the event.
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Name Change
You can view your name by clicking on the Name Change link under
Personal Information on the County’s menu.
You can change your first, middle and last name by clicking on the
Edit Name Change link under Personal Information on the County’s
menu. Once you have completed this task, click on “Refresh Name,”
This will change how your name is displayed in the PeopleSoft HR
database.
A message will be sent to the Human Resources Department for their
approval. If necessary, further documentation may be required to
verify this information.
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If you wish to add an Email address for your preferred name, click the
Email Address on the Preferred Name Change page. Select Add an
Email Type and enter the Email address.
Email Addresses
NOTE: The “Business” email address is not available for
you to change. Please contact Human Resources if this
requires updating.
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View Your Ethnic Group
You can view your ethnic group by clicking on the Personal
Information Summary link under Personal Information. You will
need to scroll to the bottom to see the header “Ethnic Groups.”
Navigation: Main Menu>Self Service>Personal Information>Personal
Information Summary
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Benefits
The Benefits section can be used to view
your current benefits information that is
tracked in the PeopleSoft system. This
includes such plans as medical, dental,
vision, flexible spending accounts, life,
disability, savings plans, retirement, and
leave.
If you would like to speak with a
representative regarding this information,
please call 240-313-2356 or email
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View Your Health Care Summary
This feature allows you to review the current plans for you and your
family. Using the designated link provides you with a more detailed
explanation for each family member.
Navigation: Main Menu>Self Service>Benefits>Benefits
Information>Health Care Summary
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View Your Health Care Dependent Summary
PeopleSoft offers several methods to view information. The following
instruction provides you with different navigations to achieve this
information. Note: This should be completed before editing your
Open Enrollment Form.
Navigation: Main Menu>Self Service>Benefits>Benefits
Information>Health Care Summary
If you click on the link at the arrow you will be re- directed to the Health
Care Summary page.
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View Your Health Care Dependent Summary
Navigation: Main Menu>Self Service>Benefits>Dependents and
Beneficiaries>Health Care Dependent Summary.
The County covers dependent children until the end of the month in
which they reach 26 years of age. However, if your dependent child
is disabled, they may be allowed to stay on the plan after 26 years of
age. To qualify for this benefit you will need to complete a “Disability
Certificate” provided by our healthcare vendor. Please contact
Human Resources if this applies to you for further information.
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View Your Insurance Beneficiary Summary
This feature allows you to review your Life Insurance Beneficiary
information in PeopleSoft.
Navigation: Main Menu>Self Service>Benefits>Dependents and
Beneficiaries>Insurance Beneficiary Summary.
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View Your Benefits Summary
You can view your Benefit Summary by clicking on the Benefits
Summary link under Self Service on the County menu. Here you will
be able to review your benefits. Be sure to scroll down to view all the
plans.
Navigation: Main Menu>Self Service>Benefits>Benefits Summary
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View Dependent/Beneficiary Info
You can view your Dependent and Beneficiary Information by clicking on
the Benefits link under Self Service on the County menu. Here you will be
able to review not only your dependents and beneficiaries, but the
Dependent/Beneficiary Coverage Summary for your family.
Navigation: Main Menu>Self Service>Benefits>Dependent/Beneficiary
Info
To view what benefit plans your family is currently enrolled in, click the
“Dependent/Beneficiary Coverage Summary” link at the bottom of the
screen.
STUDENT NOTE: The County does not track student status. In accordance
with the Affordable Care Act and County policy, dependent children can
remain on their parents insurance until the end of the month in which they
turn 26 years or age.
DISABLED DEPENDENT NOTE: If you have a disable dependent child, the
child may remain on the County’s policy after 26 years of age. However,
the healthcare provider we are currently with makes this determination.
You will need to complete documentation to the carrier for this approval.
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This link will display the Dependent and Beneficiary Coverage Summary.
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You will need to scroll down to review your dependents.
To review previous enrollments, you can enter a date and then press “Go”
and the system will display previous enrollments.
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View Insurance Summary
This feature allows you to review your current Life, AD & D,
Dependent Life Family, Short-Term Disability, Long-Term Disability,
and Supplemental LTD benefits, as well as review your Life Insurance
Beneficiary.
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Open Enrollment
PeopleSoft Self Service gives you the opportunity to enroll in your
benefits online during Open Enrollment. The following procedure
will assist you in accomplishing this task. Use the navigation below
each screen shot for reference. You may make changes to your
benefit selections until the final enrollment date. NO changes can be
made after the final enrollment date (Please refer to the PeopleSoft
system or the Open Enrollment materials for the specific date).
Navigation: Main Menu>Self Service>Benefits>Benefits Enrollment
Click “Select”
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Event Date – This date reflects the Open Enrollment period for which you
are electing benefits, and reflects the effective pay period for the enrolling
year.
BENEFIT CREDITS – Full-time employees opting-out of benefit
options (Medical, Dental, and Vision) are eligible for benefit credits.
These are based on the elections you choose. Please refer to the
Benefit Credit form in your Open Enrollment packet.
NOTE: If you or any of your dependents are covered by another
healthcare plan, we will need that information forwarded to Human
Resources.
Click “Edit” to view your current coverage and make changes if necessary.
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Note: To view your covered dependents, you will need to scroll down to
the bottom of this screen.
If you need to add a dependent to your plan, click “Add a dependent
or beneficiary.” Upon completion of this form, an email will be sent to
you confirming you have requested to add a dependent. An email
will also be sent to Human Resources to approve this addition.
NOTE: When adding a dependent to the plan, Birth Certificates and
Marriage Certificates are required.
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The County covers dependent children until the end of the month in
which they reach 26 years of age. However, if your dependent child
is disabled, they may be allowed to stay on the plan after 26 years of
age. To qualify for this benefit you will need to complete a “Disability
Certificate” provided by our healthcare vendor. Please contact
Human Resources if this applies to you for further information.
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You will then be redirected to the below screen. Be sure to check the
dependent you just added.
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Click “Update Elections” Review the below screen for accuracy
before clicking “Update Elections” again. If you made a mistake, and
would like to start over, select “Discard Changes.”
NOTE: You will need to go through this process for each benefit
offered (medical, dental, and vision).
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Flexible Spending Election
If you are electing to enroll in the County’s Flexible Spending
Plan, click “Edit” on the Flex Spending Health – U.S.”
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The County has 26 payrolls per year. If you know your “Annual
Pledge” enter the amount in the available box and click “Update
Elections.”
PeopleSoft provides a “Worksheet” feature to help you calculate
your annual and bi-weekly contributions.
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Populate the amount you wish to contribute and hit “Calculate.”
If it is not the correct amount, you can remove that amount and
start over until you reach the amount you are comfortable
contributing for the Fiscal Year. REMEMBER: We have 26
payrolls per fiscal year.
If you attempt to exceed the IRS maximum allowed annual
contributions, you will receive a message.
The system will direct you to the below screen for your review
prior to completing your Flex Spending Health – U.S. election.
This same process works for Flexible Spending Dependent Care
as well.
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Once you have reviewed your information, click “Submit,” you
will be redirected to the following page. Please read the page
carefully.
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Click “Submit” again.
AFLAC – If you are interested in enrolling or making changes to
AFLAC, you must meet with the AFLAC Representative. The
representatives Open Enrollment schedule is located in the Open
Enrollment packet.
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OTHER INSURANCE - If you or a family member is enrolled in other
health care insurance, please forward this information to Human
Resources.
At this time, you will receive the following message.
Click “OK”
Be sure to sign out of the system if you are sharing a computer.
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Congratulations!!! You have just completed your Open Enrollment Form
using Self Services in PeopleSoft.
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Payroll and Compensation
The Payroll and Compensation section can be used
to view your paychecks, leave balances, voluntary
deductions, and compensation history that are
tracked in the PeopleSoft system. It can also be used
to view your direct deposit and W-4 tax information.
If you would like to speak with a representative from
Payroll regarding this information, please call 340-
313-2302 or Email [email protected]
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View Your Paycheck
You can view your current earnings, taxes, deductions, net pay and
leave balances by clicking on the View Paycheck link under Payroll
and Compensation on the County’s system.
Navigation: Main Menu>Self Service>Payroll and Compensation>View
Paycheck
Select the paycheck you wish to view by clicking the appropriate
check date. Checks are in PDF format.
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Note: Any paycheck information prior to January, 2000 is not
available.
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View Your Voluntary Deductions
You can view your voluntary deductions by clicking on the Voluntary
Deductions link under Payroll and Compensation on the County’s
menu.
Navigation: Main Menu>Self Service>Payroll and
Compensation>Voluntary Deductions
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View Your Direct Deposit
You can view your direct deposit distribution by clicking on the
Direct Deposit link under Payroll and Compensation on the County’s
menu.
Navigation: Main Menu>Self Service>Payroll and Compensation>Direct
Deposit
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View Your Compensation History
You can view your compensation history by clicking on the
Compensation History link under Payroll and Compensation on the
County menu. Click on the View Another Date Range button to
choose another timeframe.
Navigation: Main Menu>Self Service>Payroll and
Compensation>Compensation History
Enter a From Date and To Date and click on the “Continue” button.
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View Your W-4 Tax Information
You can view your federal tax information by clicking on the W-4 Tax
Information link under Payroll and Compensation on the County’s
menu.
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Navigation: Main Menu>Self Service>Payroll and Compensation>W-4 Tax
Information
If you have questions regarding the information presented, please
contact Payroll at 240-313-2302.
W-2
This feature will be released at a later date.
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Where can I find a current copy of the Employee Self Service User Guide?
This guide is located in the Microsoft Outlook under Public Folder in the HR Folder. It
can also be located on the County’s Intranet website at http://intranet.washco-md.net/
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Glossary of Definitions
Benefit Credits – Full-time employees opting-out of benefit options
(Medical, Dental, and Vision) are eligible for benefit credits. The credits
are based on the selections you chose. (See Benefit Credit form for details)
Current - refers to what plan you are currently enrolled in
Event Date – This date reflects the Open Enrollment period for which you
are electing benefits, and reflects the effective pay period for the enrolling
year.
Initial Enrollment – time of hire
New – refers to the current fiscal year’s plan in which you will be enrolled
Qualified Family Status Change – is referring to marriage, divorce, birth,
adoption, foster care, and loss of coverage